Visual Collection Files

File listing/scoping began in Q2 of 2023.

The visual collection files are held in filing cabinets in 215 Euston Road, whilst many have been created historically, today there is a hybrid approach to their creation and management. Online folders are created by colleagues in Collections Development and physical files are created to house hard copy paperwork detailing the terms and conditions for their inclusion into the Wellcome Collection. With e-signatures now being acceptable, there is less hard copy paperwork to manage.

There has never been an electronic listing of what paper files exist, and the folders have been created with themes/subject classifications that mirror those in stores as an access point to the collection. (they span catalogued and uncatalogued collections)

In listing these files, we hope to improve access to them. They are often consulted by staff searching for provenance information but it is not always clear if a file exists or where to look for information. This piece of work will also help bridge information between the visual material inventory and Transcribe Wellcome. We hope too, that some of the information gleaned from these files may inform our approach to inventory of particular collections.

Guidance for audit/ listing of Visual Collection Files

Cabinets are numbered – and this correlates to the named tabs in the excel workbook. (Later to be imported/searchable in QB)

Location

• 215 = building

• 3rd floor = cabinet location in 215

• FC = Filing cabinet

• 45 = cabinet number (for first cabinet being listed and so on)

• Shelf (Top shelf = 1, Bottom shelf = 5)

Section/Classification

The shelves are labelled physically, please record classification in excel as per shelf.

Folder Title/ Reference

Each folder has a reference/classification (similar to themes on lists at the end of racking in the solander store) I.e., ‘MSR/ANA: Anatomy by artist’

Sub-number

For particularly large/packed folders containing multiple sub-folders, envelopes etc use a sub-number to describe each folder within.

Description/Contents

Each folder (normally with a green front) contains numerous files and or envelopes, and sometimes loose material. In bold record the title/descriptions that are recorded on the internal folders/envelopes. Summarise what each file contains. (I.e., correspondence, invoice, photographs, transparencies...)

If you notice any duplication of titles, please highlight the titles in red font. (Example in workbook)

I(con) number

Some icon numbers may be recorded on folders, but please note any icon numbers referenced in internal folders. These have been found on invoices, on printed out catalogue records (wildcat number = icon number) or even handwritten next to lot details and referenced in correspondence. Separate multiple icon numbers with a semicolon in the cell.

‘Cat number’ or ‘BRN number’ are also icon numbers (you can assume and add the i)

*if you read/record a system number i.e. b16726935 feel free to look up on Sierra and add associated icon numbers to spreadsheet.

Accession number

Accession numbers are often recorded on the front of internal envelopes but have also been found on invoices and in documentation within a file. Separate multiple icon numbers with a semicolon in the cell.

Order Number

To date I have not found reference to this, so it may be a column that can be deleted. I was thinking some of the uncatalogued material might be referenced by this number, but perhaps more likely to be referred to with the accession number.

Other number

I have added this to the spreadsheet to catch any other numbers that may help reconcile files to objects/collections or if we are unsure what the number type is. This could be for recording video disc numbers or other digitisation numbers that are familiar to us in inventory workflows.

Format

Please record format of material – which may be multiple things. Paper, photographs, transparencies, books, audio/visual (e.g. cassette tapes). Note any items that appear to be objects – e.g. engravings, etchings, paintings, etc.

If you come across CD-R discs with images/digital files, please record format as ‘Born digital’ The current standardised list of formats is: Paper Transparency Born digital Original Print Postcard Photograph Volume Exhibition / Auction Catalogue Cabinet Card / Museum Flimsy slip Audio-visual Object Other

Extent

This refers to the outer most folder – this may be accurate for most of the filing cabinet contents – but there may also be box files etc. We are counting numbers by folder as loose sheets etc are hard to quantify. We are not numbering at item level as per visual inventory number of items.

Date

Please record where possible a span/date for the folder – not necessarily the items/objects referred to, but the date items in the folder were created.

Sensitivity notes

In the initial sample, we have used this column rarely but if there is anything of note, you can capture this here as per normal inventory workflow.

Conservation notes

You can highlight anything particularly problematic here – I.e., rusted paperclips, staples, pages stuck together.

Notes

A catch all for anything you feel worth recording/interest/not captured in other columns.

Please note/highlight if any folder contains flimsy slips/cabinet cards.

Note any items that appear to be objects, e.g. engravings, etchings, paintings, etc.

Terms and Conditions

Collections Development would find it useful to capture any Ts and Cs for collections being in our care. This may relate to copyright permissions/ confidentiality clauses. i.e., not to release purchase price.

Please especially highlight any conditions regarding loans.

Inventoried by

Please initial

Inventory date

Record date listed (Day/Month/Year)

General notes

We may add some additional columns as we go, please feel free to suggest anything if you notice any details coming up regularly.

Please also list the files in the order that you find them in. It's possible some folders have been misfiled I.e., paintings in prints and drawings section, but I haven't come across that yet. We can refile is needed/think appropriate.

I’ve added signage to the cabinets to let colleagues know we are currently working on listing the folders.

You should know key set/codes and locations but if you need reminding, please come and ask me.

Lastly, I have been decanting a selection of files into a Deepstore box to bring to my desk and list. Whilst there is a pull-out shelf in the cabinet the location is less than ideal, with people needing access to the kitchen.

As we are removing the files, please take care to return files as found and listed.

Things to look out for/highlight:

Accessions that span formats or collections i.e., library/archive. Items transferred between collections.

Items purchased together – i.e., a visual item alongside books for the collection on same accession number.

Please note/highlight if any folder contains flimsy slips/cabinet cards.

Be mindful of information/learning that may support inventory of a collection/or that might inform scoping projects to tackle.